User manual ASCOM OFFICE 35

Ascotel Office terminals by ascom Office 35 Operating Instructions with safety information www.ascom.com/pbx/ascotel/terminals 20321618en_ba_a0 Operating and Display Elements Operating and Display Elements 14 15 16 18 17 1 2 3 4 ABCDEF ABCDEF GHIKLMNOPQRS GHIKLM NOPQRS TUVWXY TUVWXoe MENU ABC 63.304¡ END 1 4 7 PQR 2 5 8 0 TUV ABC 3 MNO DEF GHI JKL 6 Z S WXY 9 11 9 13 12 10 9 8 7 6 5 www.ascom.com/pbx/ascotel/terminals 2 20321618en_ba_a0 Operating and Display Elements 1 2 Display · Top: Information · Bottom: Foxkey functions, symbols 9 Write-on label 10 Redial key · Short: Calls up numbers last dialled · Long: List of answered calls Foxkey Multifunction key: · Short: Activates allocated function · Long: Configures Foxkey 11 Volume/cursor keys · Adjusts volume, moves cursor 3 4 Info key Calls up further information 12 Loudspeaker key Loudspeaker on/off Menu key Menu access key · Short: Scrolls through Foxkey functions · Long: Configuration mode MENU 13 Loudspeaker 14 Hook switch 15 END key · In a call: Disconnects, ready for END dialling · Menu/configuration: Back/cancel without saving 5 6 7 8 Indicator LED · Flashing: Call · Lit: Callback, message,report 16 Correction key Deletes last character Keypad Enters digits or letters (in text mode) 17 Absence key Configured for call diversion. Configurable as number key and function key Handsfree microphone Configurable keys with LED Configurable as: Number key: · 1x short: Calls up first phone number · 2x short:Calls up second phone number · Long: Configures key Function key: · 1x short: Activates function · 2x short: Deactivates function · Long: Configures key Team key: · 1x short: Makes call or answers call · 2x short: Makes announcement to team partner · Long: Configures key Line key: · Short: Seizes line 18 Alpha key Switches between digit input and character input ABC 20321618en_ba_a0 3 Operating and Display Elements Display symbols 4v M Ms T Scrolls up (figure indicates entry number) Microphone switched on Handsfree mode activated Function activated (Foxkey) Text mode activated 4V m s i Scrolls down (figure indicates entry number) Microphone switched off Loudspeaker activated Information available Note For a detailed description of the operating and display elements, please refer to the section "Using the Display and Operating Elements". 4 20321618en_ba_a0 Contents Contents Operating and Display Elements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2 Equipment Provided . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6 Optional Equipment . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6 Safety and Liability . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7 Receiving and Making Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8 Receiving a Call . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8 Making a Call . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9 Using the Display and Operating Elements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11 Display . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11 Keys . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11 Input . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12 Navigation. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14 Signals. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14 Using Supplementary Features for More Efficiency . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15 You Want a Convenient Way of Making a Call . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15 You Want to Use Functions in a Call . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21 You Are Away from Your Desk . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23 You Are a Team Member . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27 You Want to Use Your Phone Efficiently in Special Situations. . . . . . . . . . . . . . . . . . . . . . 28 You Are Using Line Keys . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34 Personalizing Your Phone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36 Basic Settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36 Setting the Ringing Properties . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41 Phone Book Management . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 42 Configuring the Keys. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43 Configuring Line Keys . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 48 Defining Functions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 50 Alpha Keyboard and Extended Keypad . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 51 Installation and First-Time Operation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 52 Troubleshooting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 55 */# Procedures . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 56 Menu Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 60 Index . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 63 Declaration of Conformity . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 67 Reference to Other Documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 68 20321618en_ba_a0 5 Equipment Provided Equipment Provided Phone Handset Phone cord Handset cord 63.304¡ Optional Equipment Optional Equipment Alpha keyboard Extended keypad Different coloured keypad cover Headset 6 20321618en_ba_a0 Safety and Liability Safety and Liability Safety Information Failure to observe this information can be hazardous and infringe existing laws. Please read the Operating Instructions and keep them for future reference. When handing over your phone to others, make sure you enclose these Operating Instructions. Maintenance Use original accessories only. Make sure all installation and repair work is carried out by a specially qualified technician. Always use a soft, moistened or antistatic cloth to clean your telephone. Do not use chemicals or other chemical products. Ambient conditions Do not operate the phone outside the temperature range of +5 °C to approx. +35 °C. Avoid direct sunlight and other sources of heat. Protect your phone against the wet, excessive dust, corrosive liquids and steam. Do not expose your phone to electromagnetic fields (electric motors, household appliances). The speech quality could be affected. To prevent interference, avoid placing your phone in the immediate vicinity of computers, radios, TV sets, VCRs and other telephone sets. Disposal Be sure to dispose of your phone and its packaging in an environmentally compatible way; alternatively send it back to your supplier or servicing agent. Exclusion of Liability This product is manufactured in accordance with ISO 9001 quality criteria. This product and the user information supplied with it have been produced with the utmost care. The product's functions have been tested and approved after comprehensive conformity tests. Nonetheless errors cannot be entirely excluded. The warranty is limited to the replacement of defective hardware. The manufacturers shall not be liable for any direct or indirect damage that may be caused by incorrect handling, improper use or any other faulty behaviour on the part of a product. Liability for loss of profit shall be excluded in any case. 20321618en_ba_a0 7 Receiving and Making Calls Receiving and Making Calls Receiving a Call This section explains how you can answer a call. Answering a Call Your phone rings and the indicator LED flashes. To answer the call: Pick up the handset. ­ or ­ Press the Loudspeaker key. The handsfree mode is activated. Note The caller's number appears on the display if it was transmitted. The caller's name is also shown if the number is in the phone's or system's memory. If there is not enough space on the display, a "+" appears. Use the Info key to display more information. Ending the Call To end the call: The call duration is automatically displayed after the call is ended. You can also call it up using the Info key. The call charges of outgoing calls are displayed after the call is ended ­ if this feature is supported by your provider. Put the handset on-hook. ­ or ­ If you used the handsfree mode, press the Loudspeaker key. ­ or ­ END Press the END key. The display shows "Enter number". Note After pressing the END key, the phone is ready to accept a number. 8 20321618en_ba_a0 Receiving and Making Calls Making a Call This section explains various ways of making a call. Dialling a Phone Number You want to enter a phone number to call someone. Enter the number using the digit keys. The display shows the number. Note Use the Correction key to delete wrong digits. Pick up the handset. The number is dialled. Using the Redial List You want to call someone you called recently. Your phone uses the redial list to automatically store the numbers of the persons you have called ­ including their names, if available. You can use the redial function to call these persons again. Press the Redial key. The first number on the redial list is displayed. To scroll through the last 10 numbers (max.), press the Redial key. ­ or ­ v To scroll through the last 10 numbers (max.), press the "v" Foxkey. Pick up the handset. The displayed number is dialled. Using the Open Listening Mode You want other persons in the room to be able listen to the conversation. In the open listening mode, the loudspeaker is also switched on. During a call: Press the Loudspeaker key. The open listening mode is activated. Note You can continue to use the handset in the usual way. 20321618en_ba_a0 9 Receiving and Making Calls Deactivating the open listening mode: Press the Loudspeaker key again. The open listening mode is deactivated. Note To end a call in the open listening mode, press the Loudspeaker key and put the handset on-hook. If you only put the handset on-hook, the phone goes into the handsfree mode. Using the Handsfree Mode You want others to take part in the conversation or to have your hands free in a call. Your phone's handsfree mode provides high sound quality. To further improve the sound quality, set the loudspeaker volume as low as possible. During a call: Press the Loudspeaker key. The open listening mode is activated. Put the handset on-hook. The handsfree mode is activated. Note Make sure the handsfree microphone is not obstructed. Should the sound quality fluctuate, consult your system administrator. Continuing the call with the handset: Pick up the handset. The loudspeaker and handsfree microphone are switched off. Muting You are in a call and would like to talk briefly to someone else in the room without your call partner hearing you. You can switch the microphone on and off during a call. Mic To deactivate the microphone: Press the "Mic" Foxkey. The display shows the n symbol. To activate the microphone: Press the "Mic" Foxkey. The display shows the o symbol. Mic 10 20321618en_ba_a0 Using the Display and Operating Elements Using the Display and Operating Elements Display Abbreviations Depending on the display space available, certain terms may be abbreviated, e.g. "Announ." for "Announcement". The abbreviations though can be easily understood. Navigating through the Foxkey Menu The Foxkey provides the functions available for the current situation. The display shows the options currently available on the Foxkey. Use the Menu key to display further Foxkey options. MENU Press the Menu key repeatedly until you come to the option you want. Navigating through Info Lines The display shows an "i" in idle state or an "+" for further text. An "i" in the display tells you that there is a list of callers, messages, or active functions available in various info lines. Use the Info key to call up info lines. If there is not enough space on the display to show the entire text, a "+" appears. Press the Info key to see the rest of the text. To call up info lines: Press the Info key repeatedly until the information is displayed. Note After the last info line, the display shows the first info line again. To see the rest of the text: Press the Info key. The display shows the continuation of the text. Note Press the Info key as often as necessary to read the entire text. Keys Pressing a Key Depending on the current situation, a key may have various functions. The function activated depends on the number of times the key is pressed or whether it is pressed quickly or held down for a moment. Here are some examples: Press the key. Keep the key held down for a moment (about 2 seconds). MENU 20321618en_ba_a0 11 Using the Display and Operating Elements <2x short> ABC Press the key twice in quick succession. <2x, 3x, 4x, etc.> WXYZ In text mode, press the key twice, three times, four times, etc. 9 Using the Foxkey The Foxkey has variable functions. These functions are displayed above the key. There are several contacts under the Foxkey to detect where it is pressed. So you need to press the Foxkey right under the function you want. Press the Foxkey under the desired function on the display. Input Entering Digits The digit keys are used to enter the digits 0 to 9. Entering Letters and Special Characters You can also use the digit keys to enter letters and special characters. A number of letters and special characters are assigned to each key. To enter letters and special characters with the digit keys, you need to be in text mode. The display shows the " " symbol when your are in text mode. You can switch back and forth between number mode and text mode during your input. To switch between number mode and text mode during your input: Press the Alpha key. ABC Note If the phone is expecting a text input, the text mode is automatically activated. The characters are assigned to the digit keys as follows: -.?1!,:;'"¿¡ ABC 1 DEF 2 ABC2ÄÆÅÇ abc2äæåàç 3 DEF3É def3éèê GHI 4 GHI4 ghi4ì 12 20321618en_ba_a0 Using the Display and Operating Elements JKL 5 JKL5 jkl5 MNO 6 MNO6ÑÖØ mno6ñöøò PQRS 7 PQRS7 pqrs7ß TUV 8 TUV8Ü tuv8üù WXYZ 9 WXYZ9 wxyz9 */()<=>%£$¥¤@&§ +0 0 Space # <1x, 2x, 3x, etc.> Press the digit key repeatedly until you get the character you want. Switching between Upper and Lower Case You want to switch between upper and lower case while making an input in text mode. Upper-case input is initially activated in text mode. After entering the first letter, the text mode is automatically switched to lower-case input. You can use the Foxkey to switch manually between upper-case and lower-case input. A>a To switch to lower case: Press Foxkey "A>a". A>a To switch to upper case: Press Foxkey "a>A". Note The switch from lower to upper case is valid for only a single letter. This menu item will not appear if an Alpha keyboard is connected to your phone as the Alpha keyboard has a shift key for switching between upper-case and lower-case letters. Entering a Phone Number in Call Preparation You want to enter a phone number without it being dialled automatically, so as to have time to check the number and, if necessary, to correct it. The number is not dialled until you go off-hook, for example by picking up the handset. Enter a phone number in call preparation. The display shows the phone number. 20321618en_ba_a0 13 Using the Display and Operating Elements Correcting your Input You notice you have entered a wrong digit or character. You can delete an incorrect input either character by character or completely. To delete the last character: Press the Correction key. To end the input without saving: Press the END key. END Note You can go to the character you want to delete with the Cursor keys (see "Moving the Cursor"). Moving the Cursor You want to go to a certain character for an input or correction. Use the Cursor keys to move the cursor to the left (­) or to the right (+). Use the ­ or + key to move the cursor. Navigation Undoing Actions You can undo the last action without saving it by pressing the END key. Press the END key. Undoes the last action. END Note To put the phone back into idle state, you may have to press the END key several times. Signals Indicator LED Signals LED flashing Phone is ringing LED is not lit Phone is in idle state LED is lit in idle state Voice mail, message, or callback was received, but not yet answered 14 20321618en_ba_a0 Using Supplementary Features for More Efficiency Using Supplementary Features for More Efficiency The following sections explain the supplementary features provided by your phone for more efficient use. You Want a Convenient Way of Making a Call This section explains some convenient features provided by your phone for making a call. Dialling by Name ­ Quickdial You want to make a call by entering a name. With Quickdial you only need to press the digit keys for each letter once, even though each key is assigned several letters. A clever algorithm provides quick search results. Requirement: The name and the corresponding phone number have to be stored on the phone or in the system. The surname and first name have to be separated by a space, for example "no s" (6 6 # 7) for Noble Stephen. Use the #-key to enter spaces. Ask your system administrator whether you should start with the surname or the first name. Press the corresponding digit key once for each letter. For each letter, the display shows the corresponding digit, for example a "6" for the letter "n". Press the Alpha key. The phone searches for matching names. You may have to enter another letter before the name you want or a list of names is displayed. Use the "v" or "V" Foxkeys to scroll through the names until the display shows the name you are looking for. To call the person whose name is displayed: Pick up the handset. The person is called. ABC v V Note With Quickdial all phone books are searched simultaneously. 20321618en_ba_a0 15 Using Supplementary Features for More Efficiency Dialling by Name You want to make a call by entering a name. The dialling-by-name function is provided specifically for this purpose. You can look up the name in the phone's or the system's phone book. The surname and first name have to be separated by a space, for example "no s" for Noble Stephen. Use the #-key to enter spaces. Ask your system administrator whether you should start with the surname or the first name. To search in all phone books: Press the Alpha key. Letter input is activated. The display shows "Dialling by name: All". To select a phone book: Press the corresponding Foxkey. The displays shows the selected phone book after "Dialling by name:". ABC ­ or ­ <2x short> ABC To search the private phone book: Press the Alpha key twice in quick succession. Letter input is activated. The display shows "Dialling by name: Private". Enter the first letter. The phone searches for matching names. Note Upper or lower case letters and German "umlauts" do not influence the search. If the phone is unable to find a matching name, the display will show "List empty". You may have to enter another letter before the name you want or a list of names is displayed. Use the "v" or "V" Foxkeys to scroll through the names until the display shows the name you are looking for. To call the person whose name is displayed: Pick up the handset. The person is called. v V 16 20321618en_ba_a0 Using Supplementary Features for More Efficiency Dialling with the Alpha Keyboard You have connected an Alpha keyboard to your phone and want to make a call by entering a name. The Alpha keyboard is a convenient way to find a phone book entry. All you have to do is enter the first letter with the Alpha keyboard. Dialling by name is automatically activated. The surname and first name have to be separated by a space, for example "no s" for Noble Stephen. Ask your system administrator whether you should start with the surname or the first name. Enter the first letter. The phone searches for matching names. Note The search function is not affected by (upper/lower) case or umlauts (ä, ü, etc.). If the phone was unable to find a matching name, the display will show "List empty". You may have to enter another letter before the name you want or a list of names is displayed. Use the Scroll keys on the Alpha keyboard to scroll through the names until the display shows the name you want. To call the person whose name is displayed: Pick up the handset. The person is called. ­ or ­ Press the ENTER key on the Alpha keyboard. The person is called in handsfree mode. Dialling from the Call List You want to call someone who has previously tried to reach you. Your phone has automatically stored the person's phone number in the call list. You can now call the person back using the call list. The call list contains a maximum of 10 entries. Press the Info key repeatedly until the display shows "Call list". Note Call list v V "Call list" is available only if there are entries in the call list. Press the "Call list" Foxkey. To scroll through entries: Press the "v" or "V" Foxkey. To call the person whose name is displayed: Pick up the handset. Once the call has been successfully connected, the entry is deleted from the call list. 20321618en_ba_a0 17 Using Supplementary Features for More Efficiency Dialling from the List of Answered Calls You want to call back someone whose call you answered. Your phone automatically stored the person's phone number on the list of answered calls. You can call the person back using the list of answered calls. The list of answered calls contains a maximum of 10 entries. MENU List of answered calls v V Press the Menu key repeatedly until the display shows "List of answered calls". Press the "List of answered calls" Foxkey. To scroll through the list of answered calls: Press the "v" or "V" Foxkey. Pick up the handset. The person is called. Note You can also access the list of answered calls by pressing the Redial key and holding it down for a moment. Dialling with a Configurable Key ­ Number Key You want to call someone whose phone number is stored under a configurable key. You can dial the person by pressing the corresponding number key. Activate the key's first allocated function: Press the key once. The key's first allocated function is shown on the display. ­ or ­ <2x short> Activate the key's second allocated function: Press the key twice in quick succession. The key's second allocated function is shown on the display. To call the person displayed: Pick up the handset. The person is called. 18 20321618en_ba_a0 Using Supplementary Features for More Efficiency Request Callback You want to talk to a certain person. The person is busy or does not answer. You can make callback requests to both internal and external subscribers. Not all providers support this function. If the called party is busy, you can request an automatic callback. In this case, your phone will start ringing as soon as the party you are trying to reach goes on-hook. When you pick up the handset, the called party's phone will start ringing. If the called party does not answer, you can also request a callback. The called party will see a continuous visual reminder of your callback request. Situation Callback You called someone and hear the busy tone or idle tone. To activate a callback request: Press the "Callback" Foxkey. The display shows "Done". Put the handset on-hook. The display shows "Call expected ..." and "Cancel". Note Cancel You can have 1 active callback request at a time. Your callback request will automatically be cancelled by the system after about half an hour. You can also cancel the callback request beforehand. Cancelling the callback request: Press the "Cancel" Foxkey. Answering Call Waiting You are in a call and hear the call waiting tone. Someone is urgently trying to reach you. You can either answer or reject the call. Answer To answer the call: Press the "Answer" Foxkey. 1. Your original call partner is put on hold. You are now connected with the party who initiated the call waiting. ­ or ­ Reject To reject the call: Press the "Reject" Foxkey. You remain connected with your original call partner. The call-waiting party hears the busy tone. ­ or ­ End Ending the current call and answering the call-waiting call: Press the "End" Foxkey. 1. The first call is terminated. You are now connected with the party who initiated the call waiting. 20321618en_ba_a0 19 Using Supplementary Features for More Efficiency Intruding on an Internal Subscriber You want to talk to an internal subscriber. However, the person is busy. As a result of your call waiting, the person hears a call waiting tone and your phone number or name appears on his display. The person can either answer or reject your call. Call waiting Press the "Call waiting" Foxkey. You hear the dialling tone. If the person rejects your call request or if call waiting is not possible, the call is disconnected (busy tone). Note Initiating an Announcement You want to address internal subscribers directly via their loudspeaker, if available, without waiting for a reply (like an an intercom system). You can initiate an announcement to the selected subscribers, provided your system administrator has enabled your phone accordingly. Enter the phone number of the subscriber or group. MENU Announcement Press the Menu key repeatedly until the display shows "Announcement". Press the "Announcement" Foxkey. Pick up the handset. The person hears the acknowledgement tone. The display shows "Announcement to: ...". You can now talk. Receiving an Announcement After an attention tone you will be addressed via your loudspeaker. You can listen to the announcement or stop it. To continue the announcemnt as a phone call: Pick up the handset. You are now connected to the person who initiated the announcement. Note All the other recipients of the announcement are excluded. ­ or ­ To stop the announcement: Press the END key. END 20 20321618en_ba_a0